01.01The purpose of this UPPS is to establish policies,
priorities, regulations, restrictions, and responsibilities for individuals and
organizations to reserve the Reed Brantley Parr and Regents’ Rooms.

01.02The office of the Vice President for Finance
and Support Services (VPFSS) is responsible for reservations of the 11th
Floor of the J. C. Kellam Building.

02.01Priorities
are established for various groups, organizations, and individuals reserving
the Regents’ Room and the Reed Brantley Parr Room on the 11th floor
of the J. C. Kellam Building.

a.Room reservations will be accepted on a
first-come, first-served basis.

b.Student organizations must be registered with
the office of Campus Activities and Student Organizations to reserve the Reed
Brantley Parr and Regents’ Rooms.

c.Indirect sponsorship of events is not
permitted. Faculty and staff may only sponsor an immediate family event.

d.Use of the 11th floor of the J. C.
Kellam Building is limited to banquets, conferences, meetings, and other social
events. Academic classes will not be scheduled in this facility.

e.The Reed Brantley Parr Room is for scheduled
events only.

02.02Observations and Tours:

Must
be scheduled through the VPFSS office (245-2244).
Approval will be based upon availability.

02.03Smoking:

Smoking on the 11th floor
and the balconies is prohibited. Texas State University is a smoke-free campus.

02.04Security:

The University Police Department
(UPD) may require security officers for large events. Sponsoring organizations
shall assume the financial responsibility if security is required.

02.05Food Policy:

a.Reed
Brantley Parr Room:

Events with food served in the Reed
Brantley Parr Room must use the services of the university food service
contractor, Chartwell’s. Catering Services may be contacted at 245-9900.

The food service contractor will be
responsible for removing all catering supplies, trash receptacles, and bags. The
contractor must remove all items from the room immediately upon the completion
of the reserved event and the kitchen area must be cleared of dishes, trash and
equipment. In the event the food service contractor does not comply with the
cleanup requirements, a charge of $100.00 will be assessed and the reserving
party is responsible for the charges.

b.Regents’ Room:

Events with food served in the
Regents’ Room must use a caterer from the list of Texas State approved
caterers. The approved caterers list may be obtained by contacting Auxiliary
Services at 245-2585.

The food service caterer will be
responsible for removing all catering supplies and equipment. All items must be
removed from the room immediately upon the completion of the reserved event. In
the event the room is not cleaned, a charge of $100.00 will be assessed to the
reserving party.

02.06Events at which alcoholic beverages are served
must be approved by the University Police Department, university food service
contractor, and dean of Students before the reservation will be confirmed as
outlined in UPPS
No. 05.03.03, Alcoholic Beverage Policy and
Procedure.

A university police officer is
required for all events where alcoholic beverages are served. UPD will
determine the number of university police officers needed for the event
depending on the expected attendance. The sponsoring organization shall assume
the financial responsibility of the officers.

All alcoholic beverages must be
served by the university’s designated food service contractor.

a.A rental fee is charged for the use of space
on the 11th floor depending on priority grouping and type of event.

b.An overtime fee is defined as hours prior to
or beyond normal university working hours (8 a.m. to 5 p.m., Monday through
Friday). Working hours are based on approved office hour schedules for
university departments on days that the university is officially open. In no
instance shall events go beyond 12:00 a.m. for Priorities III – VII.Arrangements for overtime events must be made
at least two weeks prior to the event through the office of the VPFSS.

f.A minimal amount of equipment is available
for use by groups reserving the 11th floor. Technical support after
regular working hours is available by special arrangement only.An equipment usage fee is assessed for all
Priorities using the equipment.

g.A security deposit for events hosted by
off-campus individuals or organizations or private events is due to the VPFSS
ten working days from the written confirmation date or the room will be cancelled.
The security deposit will be assessed by the VPFSS for half of the total
estimated charges.

03.PROCEDURES
FOR SCHEDULING THE 11TH FLOOR OF THE J. C. KELLAM BUILDING

03.01Reservation guidelines:

a.Reservation
forms may be obtained from the VPFSS office. A copy of the
approved reservation request will be returned as a confirmation.

Room setup and equipment
requirements must be submitted with the reservation
form. Room
setup diagrams may be obtained from the VPFSS
office. All setups are done by Materials Management staff.The responsible party shall assume the
financial liability of the setup fees. There is no standard setup in the Reed
Brantley Parr Room, all setups are special.

No special setups are available in
the Regents’ Room.

b.In case of a scheduling conflict, the vice
president for Finance and Support Services will make the final decision.

c.It is the responsibility of the sponsoring
organization to ensure the area is left in the same condition as it was when
the event began. All items brought in must be removed immediately after the
event. The reserving party will be held responsible for any damage or loss. An
additional fee will be assessed to the reserving party if setups are altered.

d.Reservation requests submitted by university
student organizations, as listed in Priority V, must be approved by the
organization’s advisor and the dean of Students prior to submission of request
to the VPFSS.

e.Cancellation of all events hosted by
off-campus individuals or organizations must be in writing and received to the
VPFSS office at least 30 days prior to the event. In the event that
notification is not received at least 30 days prior to planned event date, a
cancellation fee equal to the rental and setup fees will be charged to the
reserving party.

03.02The reserving party should indicate on the
reservation request form any decorating time required. All decorations must be
removed at the conclusion of the event.

a.Candles, glitter, confetti, or liquids of any
kind may not be used for decorations.

b.The application of any substance to the floor
is strictly prohibited.

c.All assembly of decorations, such as sawing,
hammering, painting, etc., must be done outside the building. If the room is
not cleared of decorations in a timely manner or if there is excessive clean up
that must be done after an event, the reserving party will be responsible for a
fee of $100.00.

d.Objects may not be secured to the ceiling or
walls with the exception of banners, flags, etc., used for university-sponsored
programs.Approval must be received by
the VPFSS office prior to attaching any objects to the ceiling or walls.

04.REVIEWERS
OF THIS UPPS

04.01Reviewers of this UPPS include the following:

PositionDate

Vice
President for Finance and February
1 E4Y

Support
Services

05.CERTIFICATION
STATEMENT

This UPPS has been approved by the
following individuals in their official capacities and represents Texas State
policy and procedure from the date of this document until superseded.

Vice President for Finance and Support
Services, senior reviewer of this UPPS